Choosing an integrated library system (ILS) has become somewhat easier for smaller libraries. There are many low cost or free alternatives available.

Choosing an integrated library system (ILS) has become somewhat easier for smaller libraries. There are many low cost or free alternatives available.

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An open source ILS is a good option for libraries without funds to purchase commercial systems. Koha is an example of a free open source ILS. It includes modules for cataloging, acquisitions, and circulation. Options in this area are expanding. The open source option is especially suited for tribal libraries applying for grant funding, since there may be an initial cost to get the system set up but no ongoing license fees to worry about when the grant period is over.

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An open source ILS is a good option for libraries without funds to purchase commercial systems. [http://www.koha.org/ Koha] is an example of a free open source ILS. It includes modules for cataloging, acquisitions, and circulation. Options in this area are expanding. The open source option is especially suited for tribal libraries applying for grant funding, since there may be an initial cost to get the system set up but no ongoing license fees to worry about when the grant period is over.

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There are also systems designed for smaller school and church libraries that are not as costly as others. Finally, Librarything.com and Delicious Library are examples of web-based systems with attractive features at very little cost.

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There are also systems designed for smaller school and church libraries that are not as costly as others. Finally, [http://www.librarything.com Librarything.com] and [http://www.delicious-monster.com/ Delicious Library] are examples of web-based systems with attractive features at very little cost.

==Basic Copy Cataloging Procedures==

==Basic Copy Cataloging Procedures==

Revision as of 15:52, 10 May 2007

Having library materials on a shelf is not sufficient to serve library patrons well. Library materials must be organized in a manner which allows the user to locate materials of interest easily and quickly. This is accomplished through cataloging and classifying the materials. The catalog is the key to finding materials in the library. Keeping the cataloging of your collection up to date as materials arrive is important. Library materials must be processed before they can be placed on the shelf.

Initial Considerations

For most small libraries without a technical services staff, it is highly recommended that books be ordered "shelf-ready", i.e., already cataloged, classified, and labeled. Most major vendors/jobbers provide this service for a fee and it is one very good reason to do most of your ordering from one of them. When the books are sent to the library, the vendor/jobber can also send cataloging records in batches to be loaded into your integrated library system (ILS). A variety of end processing can also be done with this service, including labeling, stamping, and adding security strips and date due slips.

Where this option is too costly, libraries can subscribe to a utility such as OCLC, obtain cataloging records created by other libraries, and export them into the local system. Representatives from these utilities can explain the options for smaller libraries and provide training. Once an agreement is in place, routine copy cataloging can help make the collection accessible. Even without a subscription to a utility, the Library of Congress allows users to download MARC records directly from their catalog.

Yet another option is to join a consortium. Partnering with other libraries with more extensive resources can be a great help to tribal libraries. Joining a consortium with a shared catalog can make cataloging a collection simple, since in many cases the records are already in the catalog, and it is just a matter of adding data to show your library holds that item as well. When there are no local consortia it is still a good idea to build relationships with larger libraries, and keep in contact with your state library as well, to gain support for technical services needs.

In addition to partnering with larger libraries, developing tribal libraries might consider partnering with MLIS or MIS programs to bring in graduate students who can assist with strategic technical services planning, as well as the hands-on processing. Internships and work-study relationships seem to have successfully worked for a number of tribes who are eager to pull in the knowledge and skills of soon-to-be professionals. It is also a great opportunity for library school students to become exposed to the needs of tribal libraries. Cross-cultural competence might be an issue for some of these relationships, but they can sometimes be fruitful. Working particularly with programs that recruit and train Native information professionals (such as Knowledge River or the University of British Columbia First Nations Core Curriculum) might help address this last point.

Before beginning the classifying/cataloging process, one should separate the library materials in accordance with the groupings of the collection. For instance, the collection may have the following sections: adult, juvenile, reference, and special collections such as tribal materials and/or Native American materials in general.

Another initial step is deciding which classification system to use. The two most commonly used are the Dewey Decimal System and Library of Congress. Most small public libraries in the United States use the Dewey Decimal System as their classification system and Sears List of Subject Headings as their subject heading index. However, those tribes either possessing or planning to possess large amounts of materials by, for and about Native Americans may find Library of Congress classification and subject headings more suitable to their needs. Be sure to evaluate which classification system and which subject heading list best meets the need of your community. Also consider the system used by the other libraries in your consortium, if applicable.

Choosing an Integrated Library System

Choosing an integrated library system (ILS) has become somewhat easier for smaller libraries. There are many low cost or free alternatives available.

An open source ILS is a good option for libraries without funds to purchase commercial systems. Koha is an example of a free open source ILS. It includes modules for cataloging, acquisitions, and circulation. Options in this area are expanding. The open source option is especially suited for tribal libraries applying for grant funding, since there may be an initial cost to get the system set up but no ongoing license fees to worry about when the grant period is over.

There are also systems designed for smaller school and church libraries that are not as costly as others. Finally, Librarything.com and Delicious Library are examples of web-based systems with attractive features at very little cost.

Basic Copy Cataloging Procedures

When using a utility like OCLC or sharing records in a consortium catalog, first search for a record that matches the item you have. Search by ISBN first when available. Check to make sure the following match your item:

020 $a ISBN

245 $a title $c statement of responsibility

250 $a edition

260 $a place $b publisher $c year (Printing dates can be ignored if there is no evidence of revision. Look for a matching publication or copyright date.)

300 $a paging

If these match, the record can be used. When the record has been added to your catalog, you may need to correct any typos, add subject headings if they are missing (see Basic Original Cataloging Procedures), and create a call number if there is not one available in the record. Be sure that the record reflects the location where the item is available (Reference, Juvenile, etc.) either in the call number or designated field in your system.

Basic Original Cataloging Procedures

If you are unable to find a matching record for an item, and it has been published in the last year or so, it is advisable to set it aside and check later for copy. If none appears, an original record will need to be created. Original cataloging requires training and can be time-consuming and expensive. Cataloging that is not done according to standards can result in confusion for library users, or render resources inaccessible. Vendor/jobbers can be paid for this service, but it can also be done in-house using your library management system. When possible, contact professional catalogers you know for guidance.

First review documentation for your ILS to determine how to open a template for a new record, then follow the steps below.

Description

Familiarize yourself with how related records have been constructed. The record should follow the standards established in the Anglo-American Cataloging Rules, 2nd ed. (AACR2) and International Standard Bibliographic Description (ISBD). These standards help us to share records more easily and access data in a predictable way.

Description in a minimal record should include title, author, place of publication, publisher, date, paging, and size.

Subject headings

A subject heading indicates the primary subject content of the work and serves as an access point when searching. When assigning a heading, a good rule of thumb is to use three or fewer headings that sum up the overall content. For example, a book on cars, trucks, and bicycles can have the subject headings: Automobiles, Trucks, and Bicycles; a book on cars, trucks, bicycles and trains should have the subject heading vehicles.

The Library of Congress Subject Headings (LCSH) is the most commonly used thesaurus in libraries. The resource Classification Web (or ClassWeb), which allows easy searching of Library of Congress subject headings and classification, is available as an online tool for a yearly fee. This is a good option for libraries doing little original cataloging, instead of subscribing to the print versions of these tools. If print versions are desired, contact larger libraries who may be discarding previous editions.

Call numbers

A call number indicates the unique location of an item in the library. Both Library of Congress and Dewey call numbers are often available through copy cataloging. When constructing an original record, browse records on the same topic to get an idea of the classification should be, then verify it using ClassWeb or print resources. After selecting the classification number, a cutter number is added using the first letter of the main entry (either the title, or author if there is a 100 field) followed by numbers to give the item a unique call number. Standard tables are available to construct the cutter number, such as the Cutter-Sanborn three-figure or Library of Congress cutter table. Verify that the call number you assign is not already being used in your collection.

Example of a call number:

Z (class number)
693
.C37 (cutter number)
1996 (date)

Alternatives for Tribal Libraries

The most commonly used subject heading and classification schemes are convenient, since they are shared by so many libraries, and they are effective in many ways. But they can also be difficult or confusing to use, and mysterious to patrons. Also, they were created from a white, Western perspective, for collections with a white, Western focus, which means that many offensive, frustrating, and marginalizing examples can be found in these schemes. Some libraries have opted to use alternative subject headings or classification schemes that bring an Indigenous perspective to the organization of the collection. Maintaining such systems means that copy cataloging will be slowed down, as each record will need to be adapted using the local system. The library would need to commit time and staff training to maintain a local scheme. But the benefits may be found to outweigh the complications. Examples include Brian Deer Classification, the Native American Educational Services (NAES) Subject Index, and the First Nations House of Learning Thesaurus.

When Automation Is Not An Option

If it is not possible to use an ILS to organize your collection, some vendors/jobbers will provide catalog cards for the items you have purchased from them. Others must be typed by hand. Some small libraries with access to the Internet and a printer have opted to print out MARC records from sources such as the Library of Congress, WorldCat, or other libraries' catalogs, and organize them in the same manner as a card catalog. For each item, cards must be made for access by author, title, and subject.

For subject access, cross-reference cards can be supplied. A cross-reference is a reference made from one subject term to another. The two basic types are SEE and SEE ALSO references. These are typed on cards and filed in the appropriate places in the catalog. SEE references refer a user from a subject term not used to the subject term that is used. For instance, in the subject file under American Indians, a card might be filed showing AMERICAN INDIANS, see INDIANS OF NORTH AMERICA. This tells the user to look under INDIANS OF NORTH AMERICA in the subject file instead. A SEE ALSO reference refers to user to other related subject terms. For instance, in the subject file under Chatino Indians, a card might be filed showing CHATINO INDIANS, see also ZAPOTEC INDIANS. This lets the user know that related items can be found under that heading.

A shelf list is a record of items in the library and is comprised of the main entry cards for each title filed by call number. In other words, catalog cards appear in the same order as the materials on the shelf. The shelf list is maintained primarily as an inventory tool for the librarian.

Preparation for Use

After cataloging, there are certain steps which must be taken to ready items to be placed on the shelf for use. These include:

1. Attaching a date due slip, and a book pocket and circulation card if a manual check-out system is used. The book pocket and the circulation card should have the call number, author (last name first), title, and copy number, if there is one, on them. Book pockets, date due slips and circulation cards can be ordered from library suppliers and are also provided by jobbers if books are ordered pre-processed.

2. Stamping for ownership. A rubber stamp with the library's name is used for this purpose.

3. Identifying the material with a call number. The items call number should be marked, in the case of a book, on the spine (about 2 ½ inches from the bottom) so it may be easily shelved and easily located on the shelf by the user. The call number can be placed on the spine by a variety of methods including labels, transfer paper, electric stylus and markers all of which can be obtained through a library supplier. This too will be done by the jobber if items are ordered preprocessed.

4. Attaching a protective cover. This step is optional as it is an extra cost and is not needed by all libraries. Protective book covers are most often used on valuable and popular materials. Protective covers are available through library suppliers and can also be provided by jobbers.